When using a computer we often repeat certain tasks over and over again.  These tasks may range from simple file-handling or producing word processed documents in the same format  to complicated routines that we use in other applications packages.  e.g. formatting a page for output, validating input, calculating VAT, drawing charts, reporting from a file, or using a program or application from the operating system.

It is often easier to automate these tasks so that we can repeat the procedure as often as we wish with fewer key-strokes or mouse movements.  We call these processes Automated Procedures and they can be categorized as follows

• Repetitive routines
• Templates
• Calculations
• File management activities
• User menus

Using automated procedures has several advantages. Since they reduce the amount of typing or mouse movements, they will reduce the number of input errors and also save time.  They can help to standardise procedures and generally make life easier for the computer user.  These advantages are the purposes of creating procedures and can be listed as follows:-

• Reduce input error
• Speed up processing
• Standardise procedures
• Convenience

1. Creating a template for business documents or forms to fill in, like records of achievement or CVs
2. Creating a template to generate an internal memo and mail it to all people on a given list
3. Creating a macro to set up margins, tabs and fonts for part of a file

1. Automating the production of a printed invoice
2. Creating a macro to create a chart from entered data
3. Validation checks on an input screen

1. Custom-building the opening Windows screen using Startup
2. Creating an icon to run an application created using an applications package

1. A menu from which a user may choose which application to run
2. The facility to back up files, delete certain files etc.

• Writing a program in a programming language to carry out the task
• Writing a batch file, which is a program that uses operating system commands, and in DOS has the file extension BAT.  This can be done in Windows by adding commands to Icons
• Writing a Macro, which is a program written using the tools of the application to automate a sequence of key-strokes or events.

The specification of an automated procedure includes:-

• its purpose
• the facility to be used
• the type of automated procedure
• the types of data (graphical, textual, numeric, tabular, NB don’t confuse this with data types used in programming)
• structures
• program constructs (sequence, repetition, selection)
• expressions and operators (arithmetic, logical, relational)

When evaluating an automated procedure we need to look at the costs, benefits and fitness for purpose associated with its production. We also need to examine where  the procedure could be improved.  Some questions that might be asked could be

• Does it do the job?
• Is it easy to use?
• Does it really save time?
• Does it reduce the number of errors?
• Does it cut down on administration or does it make for more?